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Wave 2 Training Liaison Kickoff. September 17, 2014. Agenda. Project Overview Wave 2 End-User Training Overview Development and Deployment Methodology Learning Tools Primary Duties of Training Liaisons Role Description Upcoming Master Department Workplan Tasks Training Task Support

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Wave 2 training liaison kickoff

Wave 2 Training Liaison Kickoff

September 17, 2014


Agenda
Agenda

  • Project Overview

  • Wave 2 End-User Training Overview

    • Development and Deployment Methodology

    • Learning Tools

  • Primary Duties of Training Liaisons

    • Role Description

    • Upcoming Master Department Workplan Tasks

    • Training Task Support

  • Next Steps

FI$Cal: Transparency. Accuracy. Integrity.


Fi cal project timeline
FI$Cal Project Timeline

FI$Cal: Transparency. Accuracy. Integrity.


Wave 2 scope
Wave 2 Scope

  • Procurement

    • Sourcing, bidder registration, intent to award communication, contracts, interagency agreements, real property acquisitions

    • Replacement of BidSync functions

    • Public Access to CSCR, SCPRS, SB/DVBE, LPA contracts, and Progress Payments

    • Vendor certification and self-service invoicing

    • Statewide Vendor Management file for procurement

    • Delegated Authority, G$mart, and CMAS functions

    • Bid Protests

FI$Cal: Transparency. Accuracy. Integrity.


Wave 2 scope1
Wave 2 Scope

  • Accounting

    • Projects/Grants Accounting – Creation of pre-award Grants, Federal funds administration and integration of federal contract billing, Primavera project management

    • Asset Accounting – Hand-held scanning capability

    • Billing – DGS billing

FI$Cal: Transparency. Accuracy. Integrity.


Department implementation team structure
Department Implementation Team Structure

Department Sponsors

Department Project Manager

FI$Cal Readiness Coordinator

Department Liaison

Change Champion

Training Liaison

Business Liaison

Technical Liaison

SMEs

as needed

SMEs

as needed

SMEs

as needed

SMEs

as needed

FI$Cal: Transparency. Accuracy. Integrity.


Training liaison role duties
Training Liaison Role & Duties

  • Member of the Department Implementation Team (DIT)

  • Training Liaison Duties include:

    • Serving as the primary contact for FI$Cal end-user training

      • Training Liaison Kickoff

      • Department Touchpoints

    • Coordinate the completion of Master Department Workplan (MDW) tasks which support training delivery

      • Approximately 20 tasks until go live, such as managing training participation

    • Provide administrative and logistical support for training activities

      • Assist in testing and reserving training rooms

    • Communicate to the FI$Cal Project your department’s training needs

      • Any special accommodations

FI$Cal: Transparency. Accuracy. Integrity.


Four parts of training deployment
Four Parts of Training Deployment

Training Analysis points FI$Cal in the right direction. The gathered information provides preliminary data to commence planning activities.

Training Planning shows FI$Cal the right destination. The gathered information will lay the foundation by defining clear executable steps.

Training Preparation builds FI$Cal the right vehicle.

The effort by departments will refine courses and equip trainers with the tools to be successful.

Training Delivery brings FI$Cal to the end goal.

The training will enable users to perform in a new statewide financial information system.

FI$Cal: Transparency. Accuracy. Integrity.


Wave 2 training timeline
Wave 2 Training Timeline

FI$Cal: Transparency. Accuracy. Integrity.


Training timeline analysis
Training Timeline: Analysis

FI$Cal: Transparency. Accuracy. Integrity.


Training timeline planning
Training Timeline: Planning

FI$Cal: Transparency. Accuracy. Integrity.


Training timeline preparation
Training Timeline: Preparation

FI$Cal: Transparency. Accuracy. Integrity.


Training timeline delivery
Training Timeline: Delivery

FI$Cal: Transparency. Accuracy. Integrity.


Training mdw task overview
Training MDW Task Overview

  • The FI$Cal Project will release a series of training tasks that will help prepare your department and FI$Cal for FI$Cal end-user training

    • These tasks document the key activities necessary to prepare departments for end-user training

  • The new tasks supplement the pre-existing training tasks that already appear on your MDW

    • The next few slides will review these tasks and provide a completion timeline

  • Training Liaisons will ultimately be responsible for the completion of Training MDW tasks

FI$Cal: Transparency. Accuracy. Integrity.


Training timeline analysis1
Training Timeline: Analysis

FI$Cal: Transparency. Accuracy. Integrity.


Trng202 training needs assessment
TRNG202:Training Needs Assessment

  • Questions sent to the Training Liaison and Department Liaison to gather preliminary information

  • Gained insight into:

    • End-user Population

    • Training Room Availability

    • Accessibility Needs

    • Training Delivery Preferences

FI$Cal: Transparency. Accuracy. Integrity.


Trng202 end user counts
TRNG202: End-User Counts

  • 4,565 end-users estimated to participate in training

  • 5,150 total estimated end-users including other sources

Sacramento

Southern California

Bay Area

Central California

Other Areas

4724

248

122

18

17

FI$Cal: Transparency. Accuracy. Integrity.


Trng202 preferred training methods
TRNG202: Preferred Training Methods

  • Note: Job Aids or Cheat Sheets and Step-by-Step Help Procedures had zero participants select “Not Preferred” and one “Somewhat Not Preferred”

FI$Cal: Transparency. Accuracy. Integrity.


Lessons learned wave 1 and needs assessment
Lessons Learned: Wave 1 and Needs Assessment

  • Step-by-Step Approach

    • A step-by-step approach to all courses

    • Virtual instructor-led training (VILT) least preferred

  • Early Engagement

    • Activate Training Liaisons in September

    • Information on departments to influence all training phases

  • Increased Communication

    • Clearer communication on milestones, schedules, timelines

    • More frequent communication

  • Course Improvements

    • More web-based training (WBT) courses

    • Reassess course durations based on complexity and user feedback

  • End-User Roles

    • Mapping end-user roles directly to courses

FI$Cal: Transparency. Accuracy. Integrity.


Training timeline planning1
Training Timeline: Planning

FI$Cal: Transparency. Accuracy. Integrity.


Trng225 submit department end user counts for end user training
TRNG225: Submit Department End-User Counts for End-User Training

  • All Wave 1 and Wave 2 Departments will provide estimated end-user count information, based on:

    • Number of end-users

    • Location of end-users

    • Business Process Tasks

  • This will allow FI$Cal to determine the number of courses and training rooms for end-user training

  • Submit the completed TRNG225 Response Template by Friday October 31, 2014

FI$Cal: Transparency. Accuracy. Integrity.


Trng226 provide training room location information
TRNG226: Provide Training Room Location Information

  • All Wave 1 and Wave 2 Departments were asked about their ability to provide training rooms. Departments will make final decision based on:

    • Ability to train users on-site

    • Training Rooms meeting FI$Cal software requirements

  • This will allow FI$Cal to determine the number of courses and training rooms for end-user training

  • Submit the completed TRNG226 Response Template by Friday October 31, 2014

FI$Cal: Transparency. Accuracy. Integrity.


Trng206 submit preferred department training approach
TRNG206: Submit Preferred Department Training Approach

  • All Wave 1 and Wave 2 Departments will work with FI$Cal to plan the appropriate approach for training their end-users including the determination of:

    • Participation in Training Pilot

    • Participation in Train the Trainer (TTT)

    • Approach to training super-users

    • Training of department end-users based on size of department

    • Distance Learning

  • Submit the completed TRNG206 Response Template by Friday December 5, 2014

FI$Cal: Transparency. Accuracy. Integrity.


Trng227 attend training deployment walkthrough
TRNG227: Attend Training Deployment Walkthrough

  • Training Liaisons will return to FI$Cal in December to receive a walkthrough of FI$Cal Training Deployment, including:

    • Training Delivery Format

    • Training Delivery Hubs and Locations

    • Train the Trainer Overview

    • End-User Registration Process

    • Availability of Introductory Training Classes

  • Training Deployment Walkthrough will occur in December 2014

FI$Cal: Transparency. Accuracy. Integrity.


Future activities preparation
Future Activities: Preparation

  • Dates: January-April 2015

  • Key Activities:

    • Training Deployment Guide

    • Training Pilot

    • Train the Trainer Program

  • Training Liaison Primary Responsibility:Communication and Task Completion

FI$Cal: Transparency. Accuracy. Integrity.


Future activities delivery
Future Activities: Delivery

  • Dates: April-August 2015

  • Key Activities:

    • Core Delivery of End-User Training

    • Training Support Labs

    • Secondary Delivery of End-User Training

  • Training Liaison Primary Responsibility:Manage Registration and Participation

FI$Cal: Transparency. Accuracy. Integrity.


Step by step training liaison activities
Step-by-Step Training Liaison Activities

  • Training Liaison assists FI$Cal in four main areas:

    • Training Pilot

    • Train the Trainer

    • Training Rooms

    • End-User Training

  • FI$Cal and your department will alternate our contributions in these four areas

  • The Training Liaison is a coordinator of these activities, providing work to the appropriate expert, and returning the information to the Department Liaison/FI$Cal

FI$Cal: Transparency. Accuracy. Integrity.


Steps to training pilot
Steps to Training Pilot

DEPARTMENTS

Submit

Preferred TrainingApproach

Attend

Training

Pilot

Estimate User Counts

FI$Cal

2

3

6

1

4

5

Determine

Course

Curriculum

Develop Pilot Courses

Enhance Courses with Feedback

FI$Cal: Transparency. Accuracy. Integrity.


Steps to train the trainer ttt
Steps to Train the Trainer (TTT)

DEPARTMENTS

Identify Train the Trainer Participants

Submit

Preferred

TrainingApproach

Attend Train the Trainer Program

Provide User

Counts

7

FI$Cal

2

3

6

1

4

5

Determine

Trainer Need by Department

Determine Trainer Need by Course and Department

Develop Train the Trainer Program

FI$Cal: Transparency. Accuracy. Integrity.


Steps to statewide training rooms
Steps to Statewide Training Rooms

DEPARTMENTS

Confirm Room Information and Availability

Reserve Training Rooms

Estimate Room Availability

FI$Cal

2

3

6

1

4

5

Determine

Training Room Needs

Test

Training Workstations

Provide Statewide Training

FI$Cal: Transparency. Accuracy. Integrity.


Steps to end user training
Steps to End-User Training

DEPARTMENTS

Register and Attend End-User Training

Send First Role Mapping Submission

Provide User Counts by

Job Function

Estimate

User

Counts

Manage Training Participation

9

8

7

FI$Cal

2

3

6

1

5

4

Determine

Course Curriculum

Design Course Schedule by Location

Finalize Course Schedule

Conduct

End-User Training

FI$Cal: Transparency. Accuracy. Integrity.


Wave 1 training liaison experience
Wave 1 Training Liaison Experience

  • Wave 1 Experience

  • Questions and Discussion

FI$Cal: Transparency. Accuracy. Integrity.


Next steps
Next Steps

  • Due on October 31, 2014:

    • TRNG225: Submit Department End-User Counts for End-User Training

    • TRNG226: Provide Training Room Location Information

  • Due on December 5, 2014:

    • TRNG206: Submit Preferred Department Training Approach

  • Attend Training Deployment Walkthrough

    • December 2014

FI$Cal: Transparency. Accuracy. Integrity.


Questions
Questions

FI$Cal Project Information:

http://www.fiscal.ca.gov/

or e-mail the FI$Cal Project Team at:

[email protected]

FI$Cal: Transparency. Accuracy. Integrity


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